Here are 5 tips on how to sort and categorize the volumes of paperwork you receive everyday in what I call a “neat mess.”
- Make up general category names: Data Entry, Call Backs (waiting for answers), Meeting Munchies (make labeling files fun), Gotta Do or Else, Just for Me, etc.
- You might want to color code these files on how a color makes you feel. For instance, the color blue is calming, so you might use blue folders for the major category labeled “Just for Me.” The subfolders under “Just for Me” could be: Vacation, Things I Want to Buy, Entertainment, etc.–be creative. Color coding I find is helpful as people relate to colors first, then the look at pictures, and read words last. When we get stressed out, we don’t always remember the names, but we do remember the color of the folder we’re looking for.
- Decide if you really need it or can get it from another source later. If you think you might use it later, title a piece of paper called “Where Did I Put That?” Write in the date in the 1st column, the description of the item in the 2nd column, and in the 3rd column, where you can get that information if you need to retrieve it again.
- For papers that need follow-up now, put those items in a tickler system. Write the due date on the upper right hand corner of the paper. Put that information into the July Pendaflex hanging file foldler (for instance) or in a Desktop File folder (January- December, 1-31) placed on top of your desk in a vertical desktop file . Then write where you put that paperwork on your paper calendar or input into your electronic device (PDAs, Pocket PCs, or your cell phone).
- Now that’s what I call a “neat mess.” Placing your paperwork into categories so the paper can easily be reference later, is the key to finding your paperwork in 30 seconds or less.
- Creating a working environment based on the “kindergarten method” of activity zones in your workspace, can reduce the stress with less mess and make us far more productive. Have fun and start turning YOUR “piles into files.”